Leave Cancellation Email Format Worth Considering

The best and most professional way to request the cancellation of approved leave is to email your boss/manager. Other options include writing a leave cancellation request letter or making direct phone calls.

The reason for canceling your leave must be stated in the cancellation application (or) mail. Most reasons for canceling leave include plan modification, office emergencies, personal reasons, etc.

Notifying human resources that you will not take the leave will prevent them from recording your absence.

You can use the leave cancellation email format below to notify HR, employees, or employers of your intentions to cancel approved leaves.

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Photo by Priscilla Du Preez on Unsplash

Leave Cancellation Email Samples to Consider

We have five leave cancellation sample emails. Learn some of the options and judge which one best meets your goals.

Format 1: Letter to Cancel Leave

Dear employee,

It is to inform you that the summer leave to Malaysia as a bonus for your job has been canceled. This is due to an essential meeting with Canals GrateBall Co.

As you are all aware, they have provided the company with a good project on which we need to focus. As a result, we have postponed your vacation for the time being.

Yours sincerely,

Digital Companies

CEO Frances

Format 2: Cancellation of Leave by HR

Greetings, Donald William

We know you requested one day’s leave the last week to attend a family function. However, it is necessary to inform you that an emergency has occurred.

However, a senior staff member died in a road accident. As a result of the vacuum created, we have suspended your leave.

We apologize for the inconvenience. We hope you can postpone your family function until our client’s emergency work is complete. After that, you may take one day off to attend your family function.


Mr. H.W. Frances

Manager HR

Format 3: Request to Cancel Approved Leave

The Managing Director,

Titans Co.

Dear Ma,

I’m writing to let you know that my plans to travel to Morocco tomorrow won’t hold as planned. This is due to the unavailability of the person I was hoping to meet there.

Kindly cancel my leave for the 7th of August. I’ll be on time for work tomorrow.

We apologize for the inconvenience. I eagerly await your response.


Jane Pablo

Format 4: Request Letter for Leave Withdrawal

Dear Sir,

I’m Beatrice Tracy, an assistant administrative officer. I’m requesting that my approved leave be canceled because the issue has been rectified.

Due to an emergency at home, I requested a one-week leave of absence. However, things are now well, and there is no longer an emergency.

Therefore, I kindly ask that you withdraw my submitted leave request, so my pay won’t be affected. Thank you.

Beatrice Tracy

Format 5: Letter to Cancel Due To Emergency Office Work

The Head of Department

Stellar University


Dear Sir

The university has just been informed about the Subeb visit on Thursday, which is why we are terminating your vacation immediately. We’re sorry. But your leave has to end, and you must be back at work by tomorrow.

Yours Sincerely,

Mark Dickson

Format 6: Leave Cancellation to all Staff

Dear Sir,

We regret to inform you that management has chosen to revoke leave requests previously filed to the administrative department (Date).

We regret denying your request for a 3-day leave of absence as stated in the above-mentioned application. However, we feel it is your right to be informed about the details of why your requested leave was canceled.

The business has closed a sizable deal to provide the footballs for the upcoming league games. Therefore, it is a tremendous accomplishment for the business and the team.

The customer stresses the importance of timely delivery since the league matches begin in a week. We will need your assistance until we have fulfilled this order on time because the deadline is closing quickly.

On the days you are supposed to be off, we ask that you continue working productively. After this consignment delivery, we guarantee you can take your leaves as soon as possible.

We hope you’ll keep up the good work while being aware of the company’s position. We will much appreciate your cooperation and understanding.

Thanking you in anticipation of this cooperation.

With best regards and affection,

Wrapping Up

Every company has a different policy for how to cancel leave. Your company might have its procedures or follow the ISO standard of letters.

Regardless of your company policy, you must ensure your letter is easy to read and understand.

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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